Marketing and Sales Management

Module II
Based on November 2021, Curriculum Version II

Module Title: - Apply Business Technology

Module code: - LSA MSM2 M05 1122
Nominal duration: 40 Hours

Prepared by: Ministry of Labor and Skill

December, 1122
Adama, Ethiopia
 TABLE OF CONTENT TT
Table of contents page
Acknowledgement i
Module Title ii
List of figure iii
Acronyms iv

Select and use technology 7

1.1 Technology and software applications 8
1.2 Perform the requirements of task 11
1.3 Business equipment/technology 12
Unit One
1.4 Software applications 24
1.5 Adjusting require equipment 26
Self check – One 36

process and organizing data 37

2.1 Identify files and records 38

2.2 Perform input devices and task 39

Unit Two
2.3 Maintain store data and application 41
2.4 perform manuals for training 44
Self check – Two 49

Maintaining technology 50
3.1 Perform technology consumables 51
3.2 Identify and replace instruction for routine maintenance 52
Unit Three
3.3 Identify and report faults equipment 53
Self check – Three 56

References 57
 List of Figure
Figure-1.1 Fax machine 11
Figure-1.2 Telephone System 12
Figure-1.3 Total Number of questionnaires distributed 13
Figure-1.4 Automatic screen printing machine 13
Figure-1.5 T-shirt printer machine 13
Figure-1.6 Press digital label 14
Figure-1.7 Photocopier 15
Figure-1.8 Shredder 16
Figure-1.9 Binding 17
Figure-1.10 Stapling 17
Figure-1.11 paper drilling machines/ Hole punch 18
Figure-1.12 Heat binder 19
Figure-1.13 Comb binder 19
Figure-1.14 Guillotine 20
Figure-1.15 Personal computers 22
Figure-1.16 Laptop 22
Figure-1.17 Slate tablet 23
Figure-1.18 Convertible tablet 23
Figure-1.19 Application Software vs. System Software 25
Figure-1.20 Workspace set up 29
Figure-1.21 Desk layout 30
Figure-1.22 Telephone layout 30
Figure-1.23 Document holder 31
Figure-1.24 Work Organization 31
Figure-1.25 Work area 32
Figure-26 Rest periods 32
Figure-2.1 Key board ergonomic 40
Figure-2.2 Store data 41
Figure-2.3 Retrieving document 43
ACKNOWLEDGMENT

Ministry of Labor and Skills wish to extend thanks and appreciation to the many
representatives of TVET instructors and respective industry experts who donated their time and
expertise to the development of this Teaching, Training and Learning Materials (TTLM).
 Introduction to the Module

Apply business technology helps to know Select and use technology, Process and organize
data and Maintain technology
Moreover, Apply business technology course learning module-II is designed to realize the
objectives of TVET institutes for Level II trainees. Therefore, a trainee is expected to actively
participate in the learning and training process in order to able to acquire the needed Apply
business technology skill, knowledge and attitude as specified in each learning outcome.
This module deals the performance outcomes, skills and knowledge required to select, use and
maintain a range of business technology. This business technology includes the effective use of
computer software to organize information and data related to marketing activities.
This module covers the units:
 Select and use technology
 Process and organize data
 Maintain technology
Learning Objective of the Module
 Select and use technology
 Process and organize data
 Maintain technology
Learning Instructions
For effective use this modules trainees are expected to follow the following module instruction:
1. Read the information written in each unit
2. Follow the instructions described below 3 to 5.
3. Read the information written in the “Information Sheets Try to understand what are
being discussed. Ask you teacher for assistance if you have hard time understanding
them.
4. Accomplish the “Self-check” given at the end of each information sheet
5. If you earned a satisfactory evaluation, proceed to next information sheet. However, if
your rating is unsatisfactory, contact your teacher for further instructions
UNIT ONE: SELECT AND USE TECHNOLOGY

This learning guide is developed to provide you the necessary information regarding the following
content coverage and topics:

 Selecting technology and software application

 Adjusting required equipment

 Using and Promoting technology

This guide will also assist you to attain the learning outcomes stated in the cover page. Specifically,
upon completion of this learning guide, you will be able to:

 Select technology and software applications

 Adjust the requirements of task.
 Using and Promoting technology

1.1. Select technology and software applications

1.1.1 Overview technology

The word ―technology‖ refers to the study of applied techniques. Of course, there are different
types of techniques, and even the application of different techniques has come to differentiate
some cultures. The techniques can vary, for example, in the cooking of the same food, which
would change its flavor by applying a different technique. In the same way, the development of
the most advanced devices such as an Android requires the use of multiple techniques from
different disciplines to achieve the common goal.

Of course, since there are different disciplines, this implies that each one of them has its own
types of technology or its different studies of techniques according to its purpose. And certainly,
there are many types of technology, which will be our point of interest here

Technology, the application of scientific knowledge to the practical aims of human life or, as it is
sometimes phrased, to the change and manipulation of the human environment. Technology has
a tremendous impact on the life style, consumption pattern, and the economic well-being.
Technology is a mixed blessing in other ways also. A new technology may improve the live in
one area while creating environmental and social problems in other areas

Introducing new technology, such as a computer or cell phone, into a business helps to improve
productivity and product innovation. In small businesses, simple Technology is constantly
changing the demands of consumers. Businesses use new technologies to produce new products
and services. Entrepreneurs should realize that new technological developments such as the
internet and cell phones increase the exchange of information and may have an effect on the
operations of their business. Entrepreneurs may not be aware of the nature and effects of all new
technologies, yet, they must try to determine technical developments which are likely to have the
greatest impact on their business operations.
Small businesses are flexible and can innovate and introduce new products. Conversely, small
businesses may not have the expertise, time or capital to develop and market a new product. A
small business must be realistic in judging: the demand for a new product, the financial aspects
of developing a new market and the time required to introduce the new technology.
Through planning and forecasting, it may be possible to predict some technological changes that
might affect sales of current products and the potential for developing new products. Purchasing
new technologies, such as a computer, implies a long-term commitment of resources, which most
small businesses do not have. Because of day to-day operational problems, entrepreneurs have
little time to do long-range planning, even though new technologies may have a great impact on
their businesses in the future.
Smaller companies must develop products and markets where they have a chance to succeed and
be competitive. Because of shortage of capital resources, entrepreneurs must be able to react
quickly to changes in the market and be concerned with the future needs of their customers.
Technology has a tremendous impact on the life style, consumption pattern, and the economic

well-being.

Technology is a mixed blessing in other ways also. A new technology may improve the live in

one area while creating environmental and social problems in other areas.

Technological breakthroughs can affect markets in three ways:

 Start entirely new industries, as computers, robots have done

 Radically alter, or virtually destroy, existing industries.

 Stimulate markets and industries not related to the new technology.

  Types of Technology
A computer system composed of components that are classified either as Computer hardware or
Computer soft ware
 Hard Technology
 Soft Technology
These two types of technology differ from each other, as we will see below, hard technology
cannot exist without soft technology; and soft technology becomes meaningless if hard
technology does not exist; The creation of cell phones, computers. That is, they can be defined
as the "hardware" of the device.

However, it is not only metal or strong parts like ships or buildings that belong to hard
technology. In fact, they are all those tangible objects created by man. Fabric, for example, is
considered a hard technology since it can be tangible and is made by humans. The disciplines
that mainly develop this type of technology are electronics, mechatronics, metallurgy,
mechanics, chemistry, architecture, textiles, among others. Computer hardware includes all the
electrical, mechanical, and the electronic parts of a computer. Any part that we can see or touch

 System Unit
 Peripheral devices
 Input devices i.e. keyboard, mouse etc.
 Output devices i.e. Display Unit, printer etc.
 Storage devices like hard disk, floppy disks etc. s the hard ware

On the other hand, soft technologies are all those that are not tangible. Disciplines such as
accounting, psychology and education are considered soft technologies. Actually, the term soft
technology covers all disciplines, knowledge, methods or skills, that is, the techniques that help
the development of services and products. The functioning of the computer is not dependent on
hardware alone. So, it requires a set of instructions that tells the computer what is to be done with
the input data. In computer terminology, this set of instructions is called a program and one or
more programs is termed as software soft ware.
Let us understand hardware and software with an example. An audio cassette when played gives
you some sound. Here, the tape recorder and the audio cassette can be compared to hardware.
The sound which comes from the tape recorder can be compared to software. Software used for
computers may be of different types. Some of which are:-
1.1.2 Define business technology

Business technology is any electronic object or system that helps employees accomplish tasks.
The technology that employees use includes computers, internet systems, printers, mobile
devices and software applications that help them organize and prioritize work. Business
technology can also help divide work as well, giving employees different goals to make larger
tasks easier.
Business technology is a method of organizing and coordinating technology management
throughout an organization. It is a combination of management strategies, tools, organizational
structures, and technological governance aimed to ensure that the use of technology across the
enterprise is optimized with the overriding goal of meeting customer demands and
expectations. Most companies recognize that they must continually challenge not only their
competitors but also themselves in order to enhance their consumers' perceptions and their
capacity to meet market demand
Aappropriate technology according to their business types to compute their competitors.
Especially the smart use of technology helps small companies stay ahead of the competition by
improving communications, making employees more efficient and tapping into effective
marketing channels. Most businesses understand that they need to challenge not only their
competitors but also themselves in order to constantly improve their customers’ view and their
ability to meet market demand.

1.1.3 Types of Business Technology

Here is a list of the most common types of business technology to assist you in making
the shift from traditional practices to modern-day techniques:

Computers

Computers are utilized in a variety of enterprises. They have software that allows them to
execute a wide range of tasks such as analyzing financial information, sending and
receiving emails, and designing sales presentations. The computer is available as a
desktop computer or a portable laptop for use in the office or when traveling.

Software

To do specific activities, computers need several types of software, which include

applications and operating information. Microsoft Word, a word processing package, and
Microsoft Excel, a financial spreadsheet system, are used by businesses. Microsoft
PowerPoint and Apple Keynote are also used to create professional-looking sales
presentations fast and easily. Businesses utilize software that is tailored to their
requirements.

Networking

Networking is a method of interacting with groups of people in order to share information

and documents, store data and send emails. It also enables the sharing of a printer or
storage device between PCs. A network might be limited to computers within a single
office or connected to multiple offices. Businesses need networking since it allows them
to form contacts with others in their connected sectors in order to find new clients and
partners, as well as expand.

Telephone Communication

Establishing commercial ties requires effective communication. As a result, businesses

connect with customers and organizations via a telephone system. This allows for quick,
efficient, and personal dealing with customers. Great customer service and effective
communication with your staff will help your company develop a strong reputation and
expand in the long run. There are currently commercial telephone systems that have a
number of functions to meet a company's demands.

Accounting System

An accounting system allows organizations to keep track of their expenses and revenue.
Small businesses are the most common users of Quick books. It's easy to set up and
maintain. Larger businesses, on the other hand, use more flexibility and system
connectivity. The ideal accounting system for your company is determined by its size and
needs. Before making a decision, it's a good idea to talk to your accountant about your
possibilities.

Inventory Control System

An inventory control system is used to manage a company's whole inventory. It accurately

keeps track of products, including how much inventory is in stock, updating the system
when the new inventory arrives as well as when it is sold, and keeping detailed records.
To keep the proper balance of things in their warehouse, understand what they have, and
examine their finances; businesses need an adequate and organized system to manage
their inventory.

Customer Relationship Management Systems

A Customer Relationship Management (CRM) System keeps track of a customer's

interactions with your business. The CRM system will track the customer's interactions
with you from the minute you get information about them. When a customer calls to
order a product or service or to ask for assistance or a technical query, the CRM system
will tell the service representative when the items were shipped, what is back-ordered,
and any previous discussions the customer has had with your organization.

1.1.4 Benefits of Business Technology

One of the greatest benefits of business technology is improved workplace

communication. Connecting with colleagues has never been easier thanks to instant
messaging apps, email, and conference software. Being able to receive real-time
responses can assist in quickly resolving issues and increasing teamwork.

Another major benefit is security. Hackers' abilities have improved as technology has
progressed. Since cyber-attacks are always a possibility, having security methods and
software in place is critical to avoid becoming a victim. To offer continuous protection,
security software should be updated and maintained on a regular basis.

Technology can also aid in increasing efficiency and productivity. Businesses can use a
variety of automated software packages. This aids in the acceleration of activities while
also decreasing human error and increasing efficiency. As a result, productivity is
increased.

Finally, business technology can aid in cost-cutting. This is a benefit that all companies
can support. It can not only save you money, but it can also help you make more money
because of the increased productivity and efficiency

1.1.5 Application Software

Application software is abstracted from the underlying technology that runs it.
Abstraction in programming means that the final product, seen by the end user, doesn‘t
clearly show all the details under the surface. In application development, this means the
program and code that manage the application. Users don‘t need to know how the
program is written; they only need to use the interface. Abstraction makes applications
easier to view and use Software especially suited for specific applications for example,
railway and airline reservation, billing, accounting or software which enables creation
and storage of documents are termed as application software.

Figuratively speaking, applications sit on top of systems software because they are unable
to run without the operating system and system utilities. Systems software consists of
low-level programs that interact with the computer at a very basic level. This includes
operating systems, compilers, and utilities for managing computer resources.

Operating systems are software that tell the computer hardware what to do. Operating
systems manage all of the basic instructions for computers. They also affect what
applications can be downloaded and run on a computer or mobile device. For example,
some applications can‘t be downloaded on devices that have older operating systems; the
underlying system software isn‘t able to support that particular application or a newer
version of it.
1.1.6 System software
System software is responsible for controlling, integrating, and managing the individual
hardware components of a computer system so that other software and the users of the system
see it as a functional unit without having to be concerned with the low-level details such as
transferring data from memory to disk, or rendering text onto a display. Generally, system
software consists of an operating system and some fundamental utilities such as disk formatters,
file managers, display managers, text editors, user authentication (login) and management tols,
and networking and device control software.
 Software applications may include
 Email  internet
 Database  Word processing
 Spreadsheet
Figures-1.19 - Application Software vs. System Software
Application Software vs. System Software
No. System Software
1 System software basically provides
helps to operate computer hardware
which provides the support to run the
application.
2 As we know system software will
execute in environment which was
self-created.
3 This program executes continuously
when our computer system is in a
running state.
4 This program will stop executing
when our computer system is not in a
running state.
5 Development programming of system
software is complex as compared to
application software. We need
knowledge of the hardware on which
we are working.
6 There is only limited system software
available as compared to the
application software.
7 As compare with application software
system software will runs in the
background, it will not interact with
the user.
Application Software
As compare to system software application
software will help the user to perform
single as well as multiple tasks on a
computer system.
Application software will execute our
application on the environment which was
created by the system software.
This program does not execute
continuously. As per user requirements, we
can execute this.
Application software also stops working
when our computer system is not in a
running state.
Development programming of application
software is not complex as compare to
application software. For developing
application software we need knowledge of
only system hardware.
There are many application software
available as compare to the system
software.
As compare with system software
application software will runs in
foreground, it will interact with the user. As
per requirement users can interact with

8 As we say that system software is
functionally independent of the
application software which was
running on a computer system.
9 System software is running without
the application software.
10 Example of system software is : –
Linux OS, Mac OS, BIOS setup,
Windows OS, UNIX OS, etc.
11 System software is installed on the
computer after the hardware is
installed.
12 We cannot install system software on
application software.
12 It is possible to run system software
without using application software.
13 We can use system software in
computer hardware or the operating
system.
14 The working of system software is
automated; we can say that the user
interaction is not present in system
software.
15 Our computer system or any device
cannot work until we have to install
the system software on it.
application software.
As compare to system software application
software is not functionally independent. It
will functionally depend on system
software.
Application software cannot run without
the system software.
Example of application software is : –
MySQL, Postgre SQL, MariaDB, Oracle,
PostgreSQL, media player, Photoshop
applications, etc.
Application software will be installed on
the computer system after the system
software is installed.
We can install application software on
system software.
It is not possible to run the application
software without using system software.
Application software is used to do the
specified task of the user.
Application software is less automated as
compare to system software. User
interaction is present in application
software.
Our computer system keeps working,
whether we have installed or not install the
application software on it.
1.2 Adjusting the required equipment

Your workplace policies and procedures should include detailed information on how to clean,
start and operate machinery. You should receive training in the safe operation of this machinery
and equipment. You will be required to wear appropriate PPE including goggles, gloves,
hairnets, safety boots or shoe covers. It is your responsibility to ensure you wear the PPE
correctly. The set of articles or physical resources serving to equip a person or thing: such as the
implements used in an operation or activity : supports equipment all the fixed assets other than
land and buildings of a business enterprise the rolling stock of a railway piece of such equipment
the equipping of a person or thing the state of being equipped mental or emotional traits or
resources business equipment is tangible property used in a business. Equipment is considered
more permanent and longer lasting than supplies, which are used up quickly. Equipment includes
machinery, furniture, fixtures, vehicles, computers, electronic devices, and office machines
1.2.1 Business equipment /technology
Business equipment is tangible property used in a business. Equipment is considered more
permanent and longer lasting than supplies, which are used up quickly. Business equipment
include but not limited to Fax machine, Telephone system including answering machines,
Printer, Photocopier, Shredder and Binding equipment.
Fax machine
The facsimile machine (commonly referred to as a ‗fax‘ machine) is used to transmit a copy of a
document to someone located in another location, which also has a fax machine. The message is
transmitted via a telephone line. Most organisations have a dedicated fax line so as to not hold
up their incoming or outgoing telephone calls.

Figures –1.1- Fax machine

Telephone System

The telephone system will vary from organisation to organisation. Small businesses may have
one incoming telephone line and one handset through to several incoming lines and several
handsets. Large organisations may have an electronic switchboard or software program that
enables all telephone calls to be managed via a computer.

Figures –1.2- Telephone System

Printers

Printers are used to reproduce documents created, retrieved or received via a computer. A
printer can be used to print a word-processed document, a worksheet in a spreadsheet program,
database report, presentation slide, email, or information from the Internet. Where a computer
has facsimile software installed, the computer can be used as a fax machine and the printer can
print a copy of all fax messages sent and received.

Direct thermal label printer

Figures –1.3- printer

Automatic screen printing machine

Figures –1.4 - Automatic screen printing machine

T-shirt printer machine

Figures –1.5 - T-shirt printer machine

Press digital label

Figures –1.6 - Press digital label

Printers can be:-

Impact printers, such as dot matrix, where letters or characters are produced through a series of
dots printed onto the paper. Impact printers tend to be noisy but are inexpensive to operate and
maintain.
Non-impact printers, such as a laser printer, where powder is discharged from a cartridge inside
the printer to make up the characters or letters to be printed; an ink-jet printer (or bubble jet),
where ink is discharged onto the paper to create the letters or characters. Non-impact printers are
more expensive to maintain and operate than an impact printer and they provide a good result.
Printers can print black images or full colour images. Printing in colour can be expensive so you
should be very careful when printing in colour to ensure you are not wasting the ink or toner.
Photocopier
Photocopiers are used to make copies of:

 Documents that may need to be read by more than one person

 Pages from books or journals
 Articles from newspapers
 Fax messages received on thermal paper.
Photocopiers can be basic – providing an option to produce a copy of the document in its original
form. Photocopiers can also offer a range of other options.

Figures –1.7- Photocopier

You can use a photocopier to:

 Enlarge an image
 Reduce an image
 Sort a document of many pages into sets or separate duplicates of each page
 Staple documents
 Produce a document printed on both sides of the page
 Produce a document in colour.
All users of the photocopier should be aware of the Copyright Act (1968) Common wealth,
which stipulates the rules for copying works produced by other people, such as authors, artists,
animators and designers.
Shredder
There are often many confidential documents printed in an office. When the organisation wants
to get rid of these, they use a shredder, rather than placing them in the rubbish bin or the recycled
paper bin. The shredder cuts these documents into very thin strips that are hard to read.
Follow safety procedures when operating a shredder. Be very careful. Keep your hair and
clothes away from the shredder as they may get caught. Don‘t put your hands anywhere near the
slot where you place the paper.
Figures –1.8 - Shredder
To shred paper, take a few pages at a time and feed them slowly into the machine. Generally,
only five pages are the most you should put in at a time. The machine will cut them into narrow
strips.
When the bin is full of shredded paper, turn the shredder off and lift its top off. Do this very
carefully because the top is very heavy. Empty the bin.
Binding equipment
There are lots of different ways you can join paper to make a book. A quick and easy method is
to use staples, paper clips or fold-away clips.
However, you may be asked to present the material in a file or put covers on it to make it more
secure and give the document a more professional look. When material is bound, it becomes
stronger, which is important if a lot of people are handling the material. You can bind pages
with special binding machines.

Figures – 1.9 - Binding

Organizations will have a range of binding equipment depending on the number of documents
that need to be presented in this way.
Stapling machine

Figures –1.10 - Stapling

A stapling machine can be manual, electronic or part of the function on a photocopier. Staples
are available in many thicknesses. If you have a lot of pages to bind together, you will need very
strong, large staples.

Hole punch or paper drilling machines

Figures –1.11 - paper drilling machines/ Hole punch

Using a small manual hole puncher, holes can be punched down the side of a document so it can
be placed in a ring binder. If there are a lot of copies to make, and if the pages are very thick,
some organisations use an electric drilling machine. Hole punches can sometimes be adjusted to
punch two, three, four or five holes in a page.
Heat binder

Figures-1.12 - Heat binder

An electric heat-binding machine uses heat to bind a document between specially glued covers.
The finished product looks very professional.

Comb binder

Figures-1.13 - Comb binder

A comb binder uses plastic or wire combs to join pages together. A plastic cover is often used
for the front, and a thick card for the back. Reports are often bound using a comb binder.
Guillotine

Figures-1.14 - Guillotine

A guillotine is used to trim the edges of a document before binding it or to cut pages to a
particular size
1.2.1 Business Technology
Commercial or business applications Computers are needed to perform business operations that
require handling large amounts of data. Several computer applications are available to assist
business in working with large volumes of data.

Examples are :-

 Text processing  Inventory control

 Accounting and Finance management  Database management

Technology includes:

 Computer technology laptops & Pc

 Digital camera  Photocopiers
 Modems  Shredders
 Printers  Binders
 Scanners  Laminators
 Zip drives  Cutter

To select appropriate technology and software for your tasks, you need to understand the
functions of the technology available to you. And also need to understand the operational
guidelines for using the equipment safely. If you are working at a computer for an extended
period each day, you should make sure your workstation is comfortable and designed so you can
carry out your tasks efficiently. You will need to organize your work so you aren‘t doing a
repetitive task for a long time. You also need to take time to stand up and stretch.
You must learn how to use technology according to your organization‘s requirements; for
example, you should know your organization‘s login procedures and how to name, open and
close files. You must be aware of your workplace‘s work health and safety (WHS) policies and
procedures.
Technology varies from organization to organization. All workers should receive training in the
technology they need to use. Organizations should have training manuals specific to the
equipment used. If you are unsure, ask your manager or work colleagues to tell you where
manuals are stored.
Before you can select the appropriate technology for your work, you need to understand how
each type of business technology functions. Computers will be examined first as they have
become essential in workplaces. Here is a basic outline of personal computers and laptops, and
the benefits of using both.

Personal computers

A computer is an electronic device for storing and processing information. A personal computer
has a separate hard drive and monitor that are attached to other equipment such as a keyboard
and mouse. Personal computers are used in all organizations to carry out many different tasks.
Organizational data is usually processed using a computer and different software applications.
Figures-1.15 - Personal computers

Laptops
A laptop is a small, portable computer that has its hard drive, screen and keyboard within the
same piece of equipment. Laptops are popular as they are portable, lightweight and don‘t solely
rely on a plug-in power supply (they have rechargeable batteries). However, laptops have
disadvantages. Their small size makes them easy to steal, and they are not adjustable and,
therefore, not as comfortable to use unless a separate laptop stand is available.

Figures-1.16 - Laptops
Personal computer hardware
 System unit :- micro-processor and memory (RAM)
 Input devices:- keyboard and mouse
 Output devices:- most common is computer display, or monitor
 Secondary storage:- hard disks, solid-state storage, and optical disks
  Hard disks:- store programs and very large data files
 Communication devices:- modems

Tablets
A tablet PC is a truly portable computing tool. It is as powerful as a modern PC, but it doesn‘t
require a keyboard. Instead, using ―digital ink‖ technology, you can add information by writing
on the screen (or ―tablet‖) with a digital pen or ―stylus,‖ much like you do in a patient‘s paper
chart.

Types of tablet PCs

A. Slate tablet PC

Figures-1.17 - tablet

A tablet with no attached keyboard (though one can be added)

B. Convertible tablet PC

Figures-1.18 - Convertible tablet

1.2.1. Requirement of ergonomic

The word ―ergonomics‖ comes from the Greek word ―Ergon‖ which means work and ―Nomos‖
which means laws. You can think of it this way; ergonomics is the science of designing the
workplace, keeping in mind the strengths and weaknesses of the human body. Ergonomics is
about creating comfortable conditions to work in. It is concerned with fitting the job to the
worker, rather than the worker to the job. This is done by adapting workstations, tools and
equipment to suit each worker‘s individual needs.

Ergonomics is a wide-ranging field that seeks to design tools, equipment and tasks to optimize
human capabilities. Several catchphrases are described below that serve as good definitions. As
you will see, in many ways, ergonomics is not really anything new. It amounts to seeing
everyday things from a new perspective that is, putting on your ―ergonomics glasses.‖ Much of
ergonomics is common sense, once you think about it. The field can be summarized in a set of
basic principles, which form the core of this booklet. Ergonomics is the science of work. Taking
a scientific approach allows us to objectively measure workplace risk factors that lead to
fatigue, discomfort and pain for workplace athletes. Ergonomic may include:-

 Avoiding radiation from computer screens

 Chair height, seat and back adjustment
 Ddocuments holder
 footrest
 key boards and mouse position
 lighting
 noise minimization
 posture
 screen position
 workstation height and layout

The goal of ergonomics is to make work more comfortable and to improve both health and
productivity. Many ergonomic problems can be fixed by rearranging, adjusting or modifying
existing furniture and tools, so don't be in too much of a rush to go out and purchase the next
great ergonomic "THING".
One of the easiest to follow guidelines for any office set up is Office wise - A guide to health and
safety in the office Developed by the Ergonomics Unit Victorian Work Cover Authority.
Risk factors of Ergonomic are:-
Awkward Postures

Awkward postures place excessive force on joints and overload the muscles and tendons around
the effected joint. Joints of the body are most efficient when they operate closest to the mid-
range motion of the joint. Risk of MSD is increased when joints are worked outside of this mid-
range repetitively or for sustained periods of time without adequate recovery time.

High Force Requirements

Many work tasks require high force loads on the human body. Muscle effort increases in
response to high force requirements, increasing associated fatigue which can lead to MSD.

Repetitive Motions

Many work tasks and cycles are repetitive in nature, and are frequently controlled by hourly or
daily production targets and work processes. High task repetition, when combined with other
risks factors such high force and/or awkward postures, can contribute to the formation of MSD.
A job is considered highly repetitive if the cycle time is 30 seconds or less.

Ergonomics is important because when you‘re doing a job and your body is stressed by an
awkward posture, high force requirement, and/or repetitive motions, your musculoskeletal or
―movement‖ system is affected. Bad ergonomics increases fatigue in your soft tissues and your
body may begin to have symptoms such as fatigue,

1.2.2 Ergonomic Equipments

Workspace, furniture and equipment are adjusted to suit the ergonomic requirements of the user
Chair
• Chair height should be set so that feet are flat on the floor (where a footrest has not been
provided) and thighs are horizontal.
• The backrest should provide firm lower back support so adjustment up or down, and/or
backwards or forwards may need to be made until comfortable.
• Armrests should not interfere with performance of general tasks.
Figures-1.20 - Workspace set up
Desk
• The height of the desk or chair should be adjusted so that the surface of the desk is at elbow
height (when sitting).
• There should be plenty of room for legs below the desk surface
• Personal and stationery items should be arranged for easy access, to minimize twisting and
bending.

Figures-1.21- Desk
Computer
• The monitor should be positioned after adjustments have been made to the desk or chair. It is
recommended that the top of the screen be level with the eyes and be positioned about 50cm
away from the body when seated.
• The keyboard should be placed on the desk, as close to the user as possible. Allow room for
it to be moved away when not in use. The angle of the keyboard can be adjusted by altering
the supports underneath.
• The mouse should be positioned next to the keyboard on the preferred side. Wrist should be
straight whilst using the mouse with the desk supporting the wrist and not the arm.
Telephone
• The telephone should be easily accessible, yet not in the way of the work area.
• The user should be able to talk on the phone without standing or having to stretch to reach it.
A headset is a convenient alternative for constant phone users.

Figures 1.22 - Telephone layout

Document holder
• The document holder should be placed close to the screen to minimize the movement
required to turn from one to the other.
• Depending upon personal preference, it may be preferable to swap the screen position with
the document holder, if tending to look at the document more often.

Figures 1.23 - Document holder

Work Organization
Work organization meets organizational and occupational health and safety requirements for
computer operation

Figures 1.24 - Work Organization

Work area
• Work area should be kept uncluttered. Desks should only have on them what is really
needed.
• Trays should be used for sorting documents, and any documents that are finished with or
will not be needed for some time, should be filed away.

Figures 1.25 - Work area

Rest periods
• It is important to have frequent breaks away from the workstation. The recommended
interval is ten minutes for each hour worked in front of a computer.
• If unable to take this time out, work tasks should be varied. For example, phone calls
could be made; filing or other work related tasks could be done for a few minutes.

Figures 1.26 - Rest periods

Paper wastage
• Proofread and edit documents on screen before printing
• Don't print more pages than needed, use the "print range" function of software to only
print those pages which have been edited
• Print on both sides of your paper where possible
• Use scrap paper from printed documents no longer needed. Write on the back for
informal notes or memos
• Use the duplex facility of the photocopier.
Recycling
• Paper should be saved for recycling where possible - if the information is confidential, it
can be shredded before disposal into a recycling container
• Use recycled paper products wherever possible
• Reuse office products such as folders, envelopes and packaging materials.

Energy and power use

• Use the "power save" feature of your printer, if available
• Switch off lights and equipment when not required.
promote - the giving and receiving of systematic instruction, the process of facilitating learning,
constituted from countless methods, tools, and structures, operated by teachers and many others
– may usefully be seen as a technological phenomenon; that all educators are thus educational
technologists (albeit that their choices of technology may vary); and that this has some very far
reaching consequences for research and practice, explaining some hitherto puzzling phenomena,
and challenging some of the fundamental beliefs held by many educators and researchers in
education
Using technology
Ways in which technology has become an integral part of everyday work:

 Communications technologies

 Office productivity

 Record keeping and retrieval.

 Internet and search

 Analytics and new decision structures

 Automation, robotics and future factories

 Adoption of virtual and augmented reality

1.3 Using and Promoting technology

The use of entertainment technology entertainment is beneficial for creating and improving an
entertaining experience in human life. As the field of entertainment is way too broad, hence
everyone has their form of getting entertained. Social media is a computer-based modern
technology people use to interact and share with other users in their networks. This can be done
through virtual interactions such as building communities. Electronics technology is a part of the
fabric of our lives. social media has become a significant part of our society
The term ‗technology‘ is, as, an ‗annoyingly vague abstraction,‘ with many fuzzy, shifting,
evolving, inconsistent, and sometimes contradictory meanings. There is widespread agreement
that technologies do things for us, or help us to achieve our purposes ―the way we do things‖,
implying regularized structuring and organization of objects, concepts, and so on in order to
achieve those purposes. Part of the problem, though, is that technology can be both something
that we do and something that has been done, often simultaneously.

Assembly and Technological evolution

Arthur‘s definition is particularly compelling because it is tightly coupled with his fundamental
insight that many of the orchestrated phenomena in any given technology assembly are
orchestrated by other technologies - nuts and bolts, rules of grammar, software compilers, and so
on - building on and incorporating those that already exist. Technologies thus tend to evolve
towards greater complexity. As all of whom orchestrated phenomena to some purpose, and
whose artifacts and 5 methods contribute materially – if not necessarily directly - to our own
tools, knowledge and skills, in an unbroken chain leading back to flint axes, the dawn of
language, and perhaps beyond. Though specific technologies may perish, the types that they
represent are seldom if ever fully displaced.
Faustian bargains
Though most technologies solve problems, most new technologies create new problems to solve
(Unfortunately, as Dubos (1969, p.8) puts it, ―developing counter technologies to correct the new
kinds of damage constantly being created by technological innovations is a policy of despair.‖
Many technologies in educational systems, from exam regulations to user roles in an LMS are
counter-technologies that are designed to curb the unwanted effects of others we have created.
Not science
Many definitions of ‗technology‘ refer to it as the application of science (―Technology‘‖ node).
This is false. Scientific theories and discoveries may increase the available phenomena for
orchestration, and thus some technologies do indeed apply science. However, it is more accurate
to say that science is applied technology (including theories and models, which are correctly
described as tools in scientific literature) than to say that technology is applied science. Many
technologies do not rely on scientific knowledge at all.
Never neutral
Technologies are seldom if ever morally neutral. Apart from those explicitly designed to do harm
or good, they may enable better ways to dominate or subdue our fellow humans, being what
Boyd (1996) describes as ‗dominative‘ - but almost all the means by which it is intentionally
accomplished by human beings, and a good number of its products (such as language, theories,
remembered poems, etc) are.
Anticipation and plasticity
We are not just users but participants in the orchestration of technologies, with active roles to
play in achieving their ends, from trivially simple actions (e.g. pressing a button) to inordinately
complex activities (e.g. writing a paper about technologies and education). reciting scriptures, or
answering objective quiz questions must be performed more or less exactly as required in a
predetermined order for the technology to work correctly.
Assemblies that soften or harden
Almost all technologies are assemblies of both soft and hard technologies, so extremes are
vanishingly rare. All hard technologies were once soft to their creators and, once created, can
nearly always be assembled with other technologies (soft or hard) and so become softer.
Computers, for example, consist of nothing but hard, deterministic components but (at least to
their programmers) form the basis of among the softest of technologies because the ways we
could extend them, with software, hardware, and methods, is essentially infinite. Equally, most if
not all soft technologies contain at least some hardness. It would not be describable as a
technology at all if there were not some consistent.
Structural patterns harder technologies
Usually play a larger structural role in the assembly than soft technologies, because they are less
flexible and thus cannot as easily be changed. Like natural ecologies (O‘Neill et al, 1986) and
cities (Brand, 1997), the slower-changing elements affect the faster changing more than vice
versa. Hard technologies cause path dependencies; paths that, once taken, exclude other path
 SELF-CHECK (UNIT ONE)
INSTRUCTION – I

CHOOSE THE BEST ANSWER FROM THE GIVEN ALTERNATIVES

_______ 1.All are software application except

A. modem B. internet C. Spreadsheet D. Word processing
_______ 2. What is the first step in the set-up ergonomics?
A. Adjust chair B. adjust keyboard C. Mouse D. Monitor
_______ 3. Which of the following is not benefit of Ergonomics?
A. Productivity B. Product quality
C. Personal development D. saving money
_______4. Document holder, work Organization, work area and rest periods are :-
A. Ergonomic Equipments B. Ergonomic process
C. Ergonomic procedure D. Ergonomic steps

INSTRUCTION - II
ANSWER THE FOLLOWING

1. Define business technology?

2. List down at least four business technology?
3. What is the meaning of ergonomic in shortly?
4. Mention some Ergonomic requirements at workplace ?
5. Mention some prompting process?
UNIT TWO :- PROCESSING AND ORGANIZING DATA
This learning guide is developed to provide you the necessary information regarding the following
content coverage and topics:

 Identifying and Generating records

 Operating Input devices
 Storing data
 Using training manuals tools

This guide will also assist you to attain the learning outcomes stated in the cover page. Specifically, upon
completion of this learning guide, you will be able to:

 Identify files and records

 Operate input devices
 Store data and applications
 Use manuals for training

2.1 Identify and generate records

The skill of recording data involves the documenting of data and observations in a variety of
forms in order to preserve it for later use. promotes the development of a wide range of written,
oral, visual and digital literacy skills involved in documenting and organizing information,
including: sketching , Labeling, note-taking, journaling, photographing, videotaping, etc.
Develops skills involved with the gathering and organizing of qualitative and quantitative
observations and data to make it useful for analysis and interpretation.
Definition of Records
Document that memorializes and provides objective evidence of activities performed, events
occurred, results achieved, or statements made. Records are created/ received by an
organization in routine transaction of its business or in pursuance of its legal obligations. A
record may consist of two or more documents. All documented information, regardless of its
characteristics, media, physical form, and the manner it is recorded or stored. Records include
accounts, agreements, books, drawings, letters, magnetic/optical disks, memos, micrographics,
etc. Generally speaking, records function as evidence of activities, whereas documents function
as evidence of intentions.
Records Management
The records life-cycle consists of discrete phases covering the life span of a record from its
creation to its final disposition. In the creation phase, records growth is expounded by modern
electronic systems. Records will continue to be created and captured by the organization at an
explosive rate as it conducts the business of the organization. Correspondence regarding a
product failure is written for internal leadership, financial statements and reports are generated
for public and regulatory scrutiny, the old corporate logo is retired, and a new one – including
color scheme and approved corporate font – takes its place in the organization's history.

Examples of records phases include those for creation of a record, modification of a

record, movement of a record through its different states while in existence, and destruction of a
record.

Throughout the records life cycle, issues such as security, privacy, disaster recovery, emerging
technologies, and mergers are addressed by the records and information management
professional responsible for organizational programs. Records and information management
professionals are instrumental in controlling and safeguarding the information assets of the
entity. They understand how to manage the creation, access, distribution, storage, and disposition
of records and information in an efficient and cost-effective manner using records and
information management methodology, principles, and best practices in compliance with records
and information laws and regulations.

Characteristics of records
 Records are evidence of actions and transactions
 Records should support accountability, which is tightly connected to evidence but which
allows accountability to be traced
 Records are related to processes, i.e. ―information that is generated by and linked to work
processes‖
 Records must be preserved, some for very short time and some permanently.

2.2 operating input devices

An input device is any hardware device that sends data to a computer, allowing you to interact
with and control it. The picture shows a Logitech trackball mouse, which is an example of an
input device. The most commonly used or primary input devices on a computer are the
keyboard and mouse. However, there are other devices that input data into a computer.
Inputs
Input is a place where, or a device through which, energy or information enters a system. or
An input device is any hardware device that sends data to a computer, allowing you to interact
with and control it. ... The most commonly used or primary input devices on a computer are the
keyboard and mouse. However, there are dozens of other devices that can also be used
to input data into the computer.
Data
Unprocessed facts, figures, and symbols
Instructions
 Programs
 Commands
 User response
The Keyboard divided
 Typing area
 Numeric keypad
 Function keys

Key board ergonomic

Designed to minimize strain on hands and wrists. Ergonomics incorporates comfort, efficiency,
and safety into design of items in workplace.

Figures 2.1- Key board ergonomic

Mouse
• Pointing device that fits under palm of hand
• Controls movement of pointer, also called mouse pointer, on screen
• Pointer on screen takes several shapes
 Common mouse operations
 Point  Drag
 Click  Right-drag
 Right-click  Rotate wheel
 Double-click  Press wheel

2.3 Storing data

In business, there are many natural, hierarchical relationships among data. Databases (DB) are
used by organizations to collect information in one consolidated place for easy access,
management, and update. The data collected could be personal information about customers
from online store (name, address, and phone), inventory (product, quantity, and price), orders
(date, product, and shipping address) or anything the business needs to track. It‘s up to the user
to determine what data needs to be aggregated and the format it will take. The most common
type of DB storage structures are Relational Databases where the data is stored in relations,
taking the form of tables made of columns (fields) and rows (records/items). These tables are
connected within a database. To access and interact with the data, the user needs database
management system (DBMS), such as Oracle DB, Microsoft SQL, IBM DB, SAP DB, etc.

The DB market is huge and constantly growing: analysts are projecting it to reach $60B by 2022.
Given the continued expansion of the database applications, Info trend fulfils the demand for
more storage requirement. It‘s of high importance for DB storage to be able to support multiple
and random real-time inquiries/transactions from clients. Online Transaction Process (OLTP)
must be highly stable, high IOPS for small block size data and random reads & writes is
required. Moreover, the storage must be expandable, i.e. show high scalability without
performance degradation. And finally, it should be highly manageable and cost-effective Other
than on the hard drive, data may also be stored on.
Figures -2.2 - store data
 floppy disks: remember that a limited amount of information can be stored here, so it is a
good idea to compress the file to accommodate large amounts of data

 CD-ROMs: suitable for large amounts of data

 back-up system: particularly important in case of computer failure to safeguard large

amounts of information

 External hard drives

 Thumb drives
A. Retrieving Documents

Figures 2.3 - retrieving document

B. Data Files

Data files are the operating system files that store the data within the database. The data is
written to these files in an Oracle proprietary format that cannot be read by other
programs. Temp files are a special class of data files that are associated only with temporary
table spaces.

Data files can be broken down into the following components:

 Segment: - A segment contains a specific type of database object. For example, a table is
stored in a table segment, and an index is stored in an index segment. A data file can
contain many segments.
 Extent is a contiguous set of data blocks within a segment. Oracle Database allocates
space for segments in units of one extent. When the existing extents of a segment are full,
the database allocates another extent for that segment.
 Data block also called a database block, is the smallest unit of I/O to database storage.
An extent consists of several contiguous data blocks. The database uses a default block
size at database creation.

After the database has been created, it is not possible to change the default block size without re-
creating the database. It is possible, however, to create a table space with a block size different
than the default block size.

Segments, extents, and data blocks are all logical structures. Only Oracle Database can determine
how many data blocks are in a file. The operating system recognizes only files and operating
system blocks, not the number of data blocks in an Oracle Database file. Each data block maps to
one or more operating system blocks.

There are three types of table spaces:

 Permanent: - You use permanent table spaces to store your user and application data.
Oracle Database uses permanent table spaces to store permanent data, such as system
data. Each user is assigned a default permanent table space.
 Undo: - a database running in automatic undo management mode transparently creates
and manages undo data in the undo table space. Oracle Database uses undo data to roll
back transactions, to provide read consistency, to help with database recovery, and to
enable features such as Oracle Flashback Query. A database instance can have only one
active undo table space.
 Temporary: - table spaces are used for storing temporary data, as would be created when
SQL statements perform sort operations. An Oracle database gets a temporary table space
 when the database is created. You would create another temporary table space if you
were creating a temporary table space group. Under typical circumstances, you do not
have to create additional temporary table spaces. If you have an extremely large database,
then you might configure additional temporary table space.

2.4 Using training manuals tools

Truth be told, developing online training programs for an organization is anything but an easy
task; improving your skills as a trainer, on the other hand, is much easier when you know where
to start from.

Maybe a change in your mentality, training and development tools that might have flown under
your radar or some more empathy could do the trick. In any case, this is the guide you‘ve been
looking for.

In this article, you‘ll get to know all the necessary training skills that trainers should have in
order to transfer knowledge and enjoy a successful career in the training industry. What‘s more,
you‘ll get to know the best tools for training that trainers can use to simplify their workload and
make their courses shine.

To save time, here are the essential skills for trainers:

 Organizational skills
 Advanced research skills
 Adaptability skills
 Strong communication skills
 Enthusiasm for lifelong learning

The essential skills for trainers

Every trainer needs to have specific skills as well as training and development tools to be
effective. First, let‘s look at the following list that includes both soft training skills and hard.

Advanced research skills

Searching on Google has a lot of secrets, some of which you‘re going to find out in a bit. For
example, do you know how to use Boolean operators and symbols in your searches?

This type of advanced Google searching can help you find relevant and reliable content
and create online courses in half the time. Also, you will be able to find websites that you may
haven‘t heard before but feature information and content that might be useful even in the long
run.

However, you need to evaluate websites as well as critically assess research papers. To check
whether a website you are visiting is worthy of your attention, all you have to do is browse
through all menu items and check the footer for the last date it was updated.

Strong communication skills

Training is about people (also known as human beings). What makes us different from the rest of
the living organisms is that we have the ability to communicate with each other in a direct
manner. This is why one of the essential trainer qualities and skills you need to be an effective
trainer is communication. In fact, it can easily make or break the learner‘s experience.

Organizational skills
Strong organizational skills always get you far. Both as a trainer and a person. Skills like
managing your time will help you stay on track. In learning, training, and development, trainers
need to complete various tasks before they deploy a training program. From collecting all the
materials required to delivering training efficiently, mastering organization is vital.

Another critical skill for trainers that is totally related to organization is problem-solving. The
truth is that the more organized you are, the more problems you will have solved proactively.
This will lead to an excellent learner experience since you will have taken care of everything
beforehand. Plus, less stress for you.

4. Adaptability skills
Things don‘t always turn out the way we expect ; Sometimes life gets in the way. Delays,
troubles, and unforeseen circumstances can simply happen. So, what can you do? As a trainer,
you need to be prepared for the unexpected. Which, of course, means that you have to be
adaptable? Have a plan B for almost everything, play around with your tools and see how some
features can help you prepare. Second-guess yourself and think of anything that could possibly
go wrong. Now, fix it before it even happens. And before you even know it, adaptability will
turn from a training skill into a personality trait.
5. Enthusiasm for lifelong learning
Learning should never stop for a trainer. As part of the training industry, you must
develop lifelong learning habits so that you can keep up with all the advancements in a market
that keeps changing. But another reason why you need to invest in lifelong learning as a trainer is
to be able to empathize with your learners and put yourself in their shoes.

Sometimes when trainers build courses on a daily basis, they tend to forget what it really feels
like to be learning something new. There‘s fear, frustration, excitement, fatigue (yes, it
happens!), boredom, and so much more that goes through your learners‘ minds.

And, from time to time, you need to see through your learners‘ eyes to be an effective trainer to
create engaging, fascinating courses. From all these skills for trainers, this one might be the most
important. Keep learning, so you never forget what it‘s like to be a learner.

Followed by the must-have tools for trainers in categories:

 Learning Management System (LMS)

 Content authoring tool

 Video editing software

 Social media

Here are the four main categories of training and development tools every trainer should have in
their toolbox:

Learning Management System (LMS)

The best training tools for trainers who want to create courses, manage users, and track
the performance of their online training and learners Management System).Trainers
should not only know how to use an LMS. They should know how to make the best out of it
without the hassle.

Content authoring tool

To understand the value of eLearning authoring tools, you need to understand what an authoring
tool really is. In essence, authoring tools are software platforms that let trainers add a variety of
media and multimedia files to create engaging training. If you want to build interactive courses,
for example, an e- Learning authoring tool sounds like the best way to go. However, there‘s
another, easier solution.

Right now, there are many Learning Management Systems that come with built-in authoring
tools so you don‘t have to switch between platforms to deliver high-quality training. You simply
create your account, access your training hub, and start building your course right away.

Video editing software

One of the most overlooked training tools for trainers is video editing software. The
reason why videos are powerful is that they offer a vivid and engaging learning
experience, Play around with various video types to rock your courses.
Video editing formats :-
 Video presentations
 Talking head videos
 Documentary-like videos
 Screen-recordings
 And many more.

Social media marketing

Social media marketing (SMM) (also known as digital marketing and e-marketing) is the use of
social media—the platforms on which users build social networks and share information to build
a company's brand, increase sales, and drive website traffic. In addition to providing companies
with a way to engage with existing customers and reach new ones, social media marketing
(SMM) has purpose-built data analytics that allow marketers to track the success of their efforts
and identify even more ways to engage.

social media and social networks to market products and services, engage with existing
customers, and reach new ones. The power of social media marketing comes from the
unparalleled capacity of social media in three core marketing areas: connection, interaction, and
customer data.

Social media marketing has transformed the way businesses are able to influence consumer
behavior—from promoting content that drives engagement to extracting personal data that makes
messaging resonate with users. Because social media today is so ubiquitous, marketing
techniques using these platforms are extremely important for businesses
 SELF-CHECK (UNIT TWO)
INSTRUCTION – I

CHOOSE THE BEST ANSWER FROM THE GIVEN ALTERNATIVES

_______ 1. All are Basic characteristics of records make them different from other types of
Information except?
A. Evidence of actions B. support accountability
C. Related to processes D. up- date -data
_______ 2.Components of data files system that stores the data within the database?
A. segment B. Extent C. Data block D.Aricive
_______ 3. The essential skills that simplify their work load and make easies approach?
A. Advanced research skills B. Strong communication skills
C. Organizational skills D. Adaptability skills E. All
_______4. The best training tools for trainers who want to create courses, manage users, and
track the performance of their online training
A. Learning Management System B. Content authoring tool
C. Video editing software D. Social media marketing
_______5. Types of files that creates presentation graphics applications
A Document files B. F Worksheet files
C Database files D. Presentation files

INSTRUCTION - II
ANSWER THE FOLLOWING

1. What is records management?

2. What does input device?
3. What are common mouse operations?
4. Where we store data?
5. List down some types of files?
UNIT THREE:-MAINTAINING TECHNOLOGY
This learning guide is developed to provide you the necessary information regarding the following
content coverage and topics:

 Using technology consumable

 Arranging routine maintenance
 Identifying faults of equipment

This guide will also assist you to attain the learning outcomes stated in the cover page. Specifically, upon
completion of this learning guide, you will be able to:

 Use technology consumables

 Arrange routine maintenance
 Identify and report faults of equipment

3.1 Using technology consumables

Technology consumable it is important to collect baseline information on the utilization of the
health technology that is in use, as it can greatly influence the expected lifetime of the
equipment. Incorrect utilization may negatively influence healthcare delivery and the expected
lifespan of the equipment, and must be rectified with user training. Over-utilization, compared to
the design capacity of equipment, will often reduce the expected lifespan significantly. Under-
utilization may not adversely influence the lifespan, but investment cost may have been saved if
the design capacity of the equipment were closer to the actual use. Correct utilization rates
reduce the capital investment costs and care must be taken to make as accurate a calculation as
possible. Besides information on lifespan and maintenance requirements, utilization also
determines the rate at which consumables are used. If equipment is to keep functioning, you
must ensure that reasonable stocks of consumable items are held at all times, and that these form
part of recurrent budgets. You therefore need to calculate the usage rates for equipment-related
consumable items. By doing this, you can base your recurrent budgets on the actual ‗lifetime
costs‘ (daily operational, maintenance and administrative requirements) of the items in your
equipment inventory.

Recurrent budgets covering equipment-related consumable items are required to ensure that
equipment continues to function. Equipment-related consumable items are:
 Technology consumables
Consumables (also known as consumable goods, non-durable goods, or soft goods) are goods that
are intended to be consumed. Consumables are products that consumers use recurrently, i.e., items
which "get used up" or discarded.
 Replacing Consumables
 Purchasing Items take into account:-
 Quality of products
 Quality of service
 Reliability of advice
 Promptness of delivery
 Reasonable return service when goods don‘t work
 Purchasing Guidelines
 What employees are allowed to purchase
 Who can approve the purchase
 Declaration by purchaser of any dealings, connections/interests in chosen
supplier fairness
Consume Technology
 Back-up tapes
 CD-ROM
 Floppy disks
 Print heads
 Printer ribbons and cartridges
 Toner cartridges
 Zip disks
3.2 Arranging routine maintenance
We are on the hunt for a talented and reliable maintenance technician to join our maintenance
department. In this position, your chief responsibility is to preserve the excellent condition and
functionality of our business premises. Your duties will include conducting quality assessments,
scheduling repairs, maintaining inventory, and developing preventative maintenance procedures.

Our ideal candidate will be a jack-of-all-trades, with in-depth knowledge of maintenance

procedures, hydraulic systems, and basic tools and appliances. To excel in this position, you must be
an outstanding problem-solver with exceptional communication and organizational skills.
Routine maintenance

 ‗Preventive maintenance‘ – reduces the chance of something going wrong

 Equipment works more often and workers become more productive
 In-house cleaning and servicing of equipment according to manufacturer's guidelines
 Periodic servicing by qualified or manufacturer approved, technician
 Regular checking of equipment
 Replacing consumables
Non-Routine Maintenance
 Fixing something after it is broken or not working properly
 The more you carry out routine maintenance the less likely you will have to carry out
non-routine
It is important that routine maintenance of business technology is carried out on a regular basis to
ensure minimal breakdowns. Equipment should be cleaned regularly by using a damp cloth or
other approved cleaning materials. Consumables should be checked to monitor their rate of use,
and replaced when needed. Regular servicing by qualified or manufacturer-approved technicians
will ensure that all equipment is in the best condition possible to minimize breakdowns.
All employees should receive training to solve common faults, like paper jams, system failures
and low ink or toner cartridges. However, more complex problems should be reported
immediately to the person in charge of maintenance, to the manufacturer or to the service
company. A logbook of service visits must be kept. It is a good idea to have all equipment
checked regularly as part of the Occupational Health and Safety inspections.
3.3 Identify faults of Equipment
Faults reserve the right to request that any specific remedial action be carried out (at the
Customer‘s cost) prior to attending to any Equipment Fault. Faculty must provide any and all
department-approved syllabi relevant to the education abroad program to the Education Abroad
Office prior to the launch of the education abroad program's online application. Where an
Equipment Fault has been logged and Comms FM have attended Site and no Equipment Fault
exists on the Equipment then this is deemed to be an ―Abortive Visit‖. The BG should be
emailed from the official email id of the Authorized Signatory of the Bid. Comms FM operate an
allocation and scheduling system that priorities Equipment Faults according to severity of the
Equipment Fault and the level of cover provided. Will endeavor to attend the Equipment Fault at
the earliest opportunity within the Target Response Time .
Equipment faults
Equipment failure refers to any event in which any equipment can not accomplish its intended
purpose or task, it may also mean that the equipment stopped working, is not performing as
desired, or is not meeting target expectations.
Faults

• When an equipment fault is detected, read the manufacturer‘s manual to identify the type of
fault and the steps required to fix it.

• Do not try to fix any fault where the manual specifies that the manufacturer must be
contacted. This may void the warranty or the service agreement.

• For minor faults, follow the manufacturer‘s instructions closely to minimize further damage
to the equipment. If you cannot fix a minor fault, follow the procedure for major faults.

• For major faults, complete an Equipment Fault Report. Submit the Equipment Fault Report
to the Administration Officer who will notify the relevant equipment supplier.

• The Administration Officer will place an ‗Out of Order‘ sign on the equipment item, showing
when the fault will be rectified. The Administration Officer retains all Equipment Fault
Reports as a record of an item‘s reliability.
Identifying equipment faults
• Checking repairs have been carried out
• Encouraging feedback from work colleagues
• Keeping a log book of detected faults
• Preparing a maintenance program
• Regular back-ups of data
• Regular OHS inspections
• Routine checking of equipment
Minor equipment faults

Fault Possible Solution

Photocopier
Spots or marks on the copy Check the glass to see that it is clean. If
not, clean with a special cleaner and use a
soft cloth.
Jammed paper Look at the display screen to locate the
jammed paper.
Open that section and remove the paper.
Paper tearing Remove the paper and if necessary, reset
the paper feed guides on the tray.
Toner low Fill up the toner with correct powder or
replace the toner cartridge.
Facsimile machine
Incorrect number for the receiver Check you have the correct fax number
and try again. You may need to telephone
the organization to check the number.
Document not transmitting Try again. If it is still not transmitting, call
the receiver and ask them to check their
machine for paper out, paper jam etc.
Blank paper received Paper could have been inserted the wrong
side up at the sender’s end or
If your fax machine uses thermal paper,
the roll may be feeding in the wrong way
up (it only prints on one side).
Telephone
Voicemail message has disappeared System my have been shut down and you
therefore need to record your message
again.
Printer
Paper jammed Check the display for the error message
and search for the paper. Remove all
parts of the paper as any stray pieces
 could block the pathway for paper feeding
through.
Error message This could be due to low toner or someone
has set their paper source tray for Manual
Feed and not automatic. Press continue
button if available.
Toner is dropping on the page during Replace the toner cartridge as it is getting
printing low or it is a recycled toner cartridge with a
poor seal.
Printer not printing Check the online button as it should be on.
Stapler
Jammed staples Remove staples from the stapler – a staple
remover is good for that – reload the
staples and try again.
Staples not inserted correctly or Remove staples from page using a staple
completely into the paper remover – reload stapler with staples –
place document on the table and try again.
 SELF-CHECK (UNIT THREE)
INSTRUCTION - I

CHOOSE THE BEST ANSWER FROM THE GIVEN ALTERNATIVES

----------- 1. In-house cleaning and servicing, Periodic servicing and regular checking of
equipment
A. Non-Routine Maintenance B. Routine Maintenance
C. Seasonal Maintenance D. Occasional Maintenance
----------- 2. All are the benefits of preventive maintenance
A. Increases data protection B. extends the life of the components
C. Increases equipment stability D. increase the number of equipment failures
---------- 3. A guide to create a software maintenance schedule that fits the needs of your
computer equipment
A. Review security updates B. Review software updates
C. Review driver updates D. Remove unwanted programs E.All
---------- 4. All are part of guide to create a hardware maintenance program:
A. Clean the mouse and keyboard B. replacing the sensitive part
C. Remove dust from the power supply D. Remove dust from the power supply

INSTRUCTION - II

ANSWER THE FOLLOWING

1. What are the items to be included in routine maintenance?

2. Identifying equipment faults.
3. List the examples routine maintenance procedures?